Janitorial 1240LN22Q0004.rtf

1240LN22Q0004

Conejos Peak Ranger District Janitorial Rio Grande National Forest

Solicitation Issue Date: Nov 4, 2021

Method of Solicitation: Request for Quotation (RFQ).

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

The solicitation and incorporated provisions and clauses are those in effect through the most current Federal Acquisition Circular FAC 2021-05.

Responsible sources may submit a quotation which, if timely received, shall be considered by this agency.

North American Industry Classification (NAICS): 561720 (Janitorial): Size Standard is $18

Set Aside: 100% small business set-aside.

General Information: The intent of this solicitation is to obtain quotes for janitorial. See below for complete project description.

Provide quote by: 4:00 PM, Mountain Standard Time on Nov 18th 2021

DOCUMENTS TO RETURN:

The following documents shall be submitted by the offeror for evaluation to be considered responsive:

Schedule of Items

Experience Questionnaire or a document demonstrating recent and relevant experience in respect to the size and scope of this particular project.

Annual Representations & Certifications.

Send quote to: Forest Service, Property and Procurement Services, Intermountain Zone, CSA #5 Attn: David Ockert E-mail David.ockert@usda.gov

For solicitation questions email David Ockert at David.ockert@usda.gov.

SCHEDULE OF ITEMS

Conejos Peak Ranger District Janitorial Rio Grande National Forest CO

Item Description Estimated Quantity Unit Unit Price Total

Janitorial Service Base Period Jan 01 2022 to Dec 31 2022

Months

Janitorial Service Option Period 01 Jan 01 2022 to Dec 31 2022

Months

Janitorial Service Option Period 02 Jan 01 2022 to Dec 31 2022

Months

Janitorial Service Option Period 03 Jan 01 2022 to Dec 31 2022

Months

Janitorial Service Option Period 04 Jan 01 2022 to Dec 31 2022

Months

Total Base Period + All Option Periods

Price quotation furnished by:

A Quality Control Plan shall be provided by the Contractor demonstrating how the Contractor will monitor and inspect work performed in this contract. The Quality Control Plan needs to be provided with the quote. A sample Quality Control Plan is provided in this Request For Quote.

The quoter must quote on all items. Only quotes to the nearest cent will be accepted.

Vendor shall be registered in www.sam.gov at the time quote is received.

The Forest Service has transitioned to an electronic invoicing system. Vendor shall also be registered in the Invoice Processing Platform, www.ipp.gov to submit invoices at the end of each month’s services.

DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SCOPE

The Contractor shall maintain all areas of the office building in a clean and acceptable condition. The various phases of cleaning and janitorial work shall, at a minimum, be carried out at the frequencies indicated below. All work shall be performed, except if otherwise specified, after normal hours which are 8:00 am to 5:00 pm, Monday through Friday. (On weekends, when the office remains open, Contractor may work during daytime hours). The Contractor shall furnish all cleaning equipment and supplies specified herein, except Government furnished property, required to perform janitorial services. The Contractor shall maintain all areas of the office building in a clean, neat, professional, and acceptable condition.

PLACE OF PERFORMANCE

The facility is located at 15571 County Road T-5, La Jara, Colorado 81140. Approximately 2 miles South of La Jara, Colorado on US Hwy. 285.

SITE VISIT

Site visits can be done on requests, please contact Gloria Madril at 575-758-8678 gloria.madril@usda.gov . All Federal and local Covid-19 safety guild lines will have to be followed during the visit.

PERFORMANCE BASED SERVICE CONTRACT

This work is being solicited as a performance based, commercial item contract. Performance based means the Contractor is responsible for a quality end product. If an end product is not provided, an adjustment to the payment will be made. A commercial item contract streamlines the terms and conditions to resemble those already used in the everyday commercial marketplace.

QUALITY CONTROL

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met.

Records of quality inspections shall be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

A description of the site-specific quality control inspection plan shall be provided with the quote. The plan shall include (1) control procedures for security of Government-provided items such as keys, lock combinations; (2) location of the inspection documents; (3) corrective or preventive actions that will be taken to meet quality standards; (4) a customer comments feedback system; (5) designation of a quality control inspector that works directly with the Forest Service Contracting Officer Representative.

BIOBASED PRODUCTS

The Contractor must comply with Sections 9002 of the Farm Security and Rural Investment Act of 2002; the Food Conservation and Energy Act of 2008; and the Agricultural Act of 2014; and the Federal Acquisition Regulation to provide biobased products. The Contractor shall also comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts contained in this contract. The Contractor shall also comply with the provision at FAR 52.223-1, Biobased Product Certification contained in this contract.

The Contractor shall utilize products and material made from biobased materials (e.g., biobased composite panels, biobased greases, biobased penetrating lubricants, biobased 2-cycle engine oil, and biobased wood and concrete sealers). All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR).

The following is an example list of products that may be used in this janitorial contract for which biobased products are available and the designated biobased content. The list is not all inclusive. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications

The following is a list of categories for bio-preferred products that are required for performance of this contract:

For more information regarding the Department of Agriculture Biobased Program go to: http://www.biopreferred.gov.

BUILDING SECURITY

The Contractor shall be responsible for safeguarding all Government property. At the end of each work period, all Government facilities, equipment, and materials shall be secured. The Contractor shall double check all doors and close all windows at the end of each service visit. Fans in bathrooms, air conditioners, and other like conveniences shall be turned off. All lights shall be turned off in the Center except the vestibule and exhibit hall work lights.

The Contractor shall prevent their employees from disturbing papers or other personal property on desks, opening drawers and cabinets, making personal use of the government property furnished under this contract, or personal use of electronic equipment telephones, fax machines, computers, copy machines, etc.

The Contractor shall limit the key-pad access to the Government facility for performance of contract work to members of the cleaning crew. The Contractor shall immediately report to the Contracting Officer when any individual previously assigned the key-pad combination by the Contractor is no longer working under this contract.

The contractor shall supply to the COR, a complete list of contractor’s employees working in the Center. A background check may be required on Contractor and any employee(s) prior to award or subsequent employment. Upon request, a social security number shall be provided to the Contracting Officer. The contractor shall notify the COR immediately of any personnel changes.

The Contractor must provide security sufficient to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the facility during off-duty hours, only those who are authorized to enter.

SAFETY

The Contractor is solely responsible for personnel selection, training, and supervision, as well as provision and use of the janitorial equipment, supplies and methods used in performance of this work, to ensure safe site working conditions for the personnel employed under this contract. The Contractor shall also abide by all applicable laws, regulations, and best management practices regarding worker safety. In the event of an emergency such as fire, injury or criminal activity, the Contractor’s janitorial staff shall immediately call 911 before calling the COR or Contractor. No one under the age of 18 is allowed on the worksite due to safety reasons.

SUPERVISION AND QUALIFICATIONS

A background check may be required on Contractor and any employee(s) prior to award or subsequent employment. Upon request, a social security number shall be provided to the Contracting Officer.

The Contractor must provide security sufficient to prevent illegal entry into or loitering on the premises; to prevent loss by pilferage or theft; and to admit to the space during off-duty hours only those who are authorized to enter.

GOVERNMENT FURNISHED PROPERTY

1. Water and electrical power for Contractor's use to perform janitorial service.

2. A dumpster-type trash container located in the maintenance yard at the west end of the facility.

3. Storage location for Contractor furnished items and equipment will be provided.

4. Office and rest room supplies: toilet paper, liquid hand soap, plastic trashcan liners, sanitary napkin receptacle liners and paper towels to replenish all restroom dispensers

Note: The Contractor shall notify the Government when Government furnished supplies are within two weeks of depletion.

CONTRACTOR FURNISHED ITEMS

1. Equipment:

a) The Contractor shall provide tools to complete contracted work including the commercial vacuum cleaner, carpet shampooer, floor scrubber, buffer, brooms, mops, hoses, buckets, paper towels, soft cleaning rags, souring pads, commode /urinal brush, and high-quality wool duster with extension handle. This list is not all inclusive.

b) All electrical equipment used by the Contractor shall be UL approved. The Contractor shall ensure all electrical cords do not have nicks or breaks in the insulating sheathing, and the plugs on all electrical cords are properly grounded. Equipment shall operate using existing building circuits. It shall be the responsibility of the Contractor to prevent the operation or attempted operation of electrical equipment or combinations of equipment which require power exceeding the capacity of existing building circuits. Any safety plugs removed shall be re-installed after contractor is finished using the electrical outlet. Any safety plugs that are lost as a result of contractor negligence or failure to reinstall into electrical outlets will be replaced at the contractor's expense.

c) All cleaning equipment shall be properly maintained and serviceable at all times and have bumpers and/or guards to prevent damage to fixtures, furnishings, or building surfaces.

2. Supplies:

a) The Contractor shall provide all conventional cleaning supplies and cleaners necessary for performance of the work including glass cleaners, disinfectants, toilet bowl and sink cleaners, metal cleaners and polishes, Plexiglas cleaner for plexiglass surfaces only. This list is not all inclusive.

b) The Contractor shall provide a list of all cleaning supplies and cleaners used. The Contractor shall post the list of cleaning supplies and cleaners in the janitorial closet, as well as a compiled book of applicable product Material Safety Data Sheets (MSDSs). The Contractor shall periodically update the list and MSDSs as required.

TECHNICAL SPECIFICATONS

Janitorial Services for the LCNHTIC shall be performed, per the following guidelines:

Contract Period Contract period of performance will be January 1st, 2022 through December 31st, 2022 for the base period and January 1st through December 31st for all optional periods until 2026.

Work Schedule Services Required Two Times Per Week:

The Contractor shall perform the following services two times a week on Tuesdays and Thursday.

Empty wastebaskets. Place trash in outside receptacle. Use plastic liners in each wastebasket and change when severely soiled (i.e. stained or torn).

Services Required Weekly:

The Contractor shall perform the following services once a week on the weekend:

Services Required Monthly for eight months March through October:

The Contractor shall perform the following services:

Services Required Semi-Annually:

The Contractor shall perform the following services once each year during the month of April and September:

Wash and clean all windows in the building, inside and out.

Services Required As Needed: The Contractor shall perform the following services as required to keep office looking clean and professional:

Performance Expectations The Conejos Peak Ranger District is a showcase public facility that receives a high volume of daily visitors. Facility safety, security, hygiene and cleanliness are the four expectation criteria under this contract that will be measured in conformance with the Surveillance Plan. The performance expectation is that the Contractor shall consistently meet these criteria.

Hygiene The high visitor traffic enjoying this facility has the potential for spread of disease to those members of the public with reduced immune systems that make up a large percentage of Conejos Peak Ranger District visitors, (i.e., children, nursing mothers and the elderly).

Sanitize: Surfaces that are routinely touched, as well as those surfaces around toilets, sinks and drinking fountains, have been thoroughly disinfected. The sanitized surface shall be free of cleaning and disinfectant residue using conventional solutions and materials that had not come in contact with any unsensitized surface.

Cleanliness The janitorial services standards at the Conejos Peak Ranger District for clean and polished defined below exceed what is conventionally recognized as sufficient for a commercial office and instead is what an ordinary person expects at a quality museum or art gallery. All other defined terms meet those consistently sufficient for commercial office janitorial services and should be equal to industry standard. Aspects of cleanliness as well have janitorial safety considerations, especially with regard to the adequacy of stairway and railing cleaning, and the immediate cleanup of spills on any walking surface during the performance of service.

Clean:

1) All hard surfaces such as ceramic, tile and grout, wooden and painted walls, floors, benches, chairs, furniture, door kick plates, trim, moldings, and sills shall be free of visible dirt, marks, stains, dead insects, cobwebs, spots and deposits, using conventional solutions and methods, without resulting in damage to the surface.

2) Due to the special nature and use of the following surfaces, the Contractor shall propose a method for COR approval that will adequately clean, without causing surface etching, abrasion, or leaving an oily residue.

3) All carpets shall be visibly free of dirt, dust, lint, litter, stains, spots, gum and other foreign substances, using conventional methods, without resulting damage to the carpet.

4) All facility areas shall be free of litter and debris including gum

5) Soap or rinse water that is splashed on base moldings, walls, or exhibits shall be removed immediately.

6) The Contractor shall note any new tears, burns, unraveling of carpets, as well as any permanent stains, scratches, blemishes, gouges, chips, flaking or other damage to any surface or facility feature. The Contractor shall provide the COR, by the next business day, with a brief written description of the location of the damage.

Empty:

1) All cigarette receptacles shall be free of ashes, butts, gum, and other debris. The removed material is collected, transported and then disposed of into a designated trash container in a manner that ensures no fires can start.

2) All trash from facility trashcans, wastebaskets, and trash receptacles, including that collected from cigarette and other receptacles outside the front and side entrance, shall be disposed of into the designated trash container within securely closed plastic bags.

3) All soiled wastebaskets and trashcans shall be clean with new liners installed.

4) Unlined bathroom receptacles shall be sanitized.

Polish:

1) All cleaned glass shall be free of streaks, smudges and fingerprints using conventional solutions and methods to a height of 10 feet. All glass surfaces shall be polished after cleaning using clean, unsoiled cloths or papers so that streaks and smudges from solutions and tools are eliminated.

2) All cleaned Plexiglas shall be free of streaks, smudges and fingerprints using Plexiglas cleaner and conventional means that ensure the Plexiglas is not left with any abrasions or lint.

3) All cleaned metallic trim, fixtures, railings and door knobs shall shine to a high gloss without feeling oily using conventional solutions and methods.

Stock:

Expendable restroom supplies used by facility employees and visitors are refilled or replenished in sufficient frequencies and amounts to meet the maximum likely daily depletion rate.

Wax:

1) A single coat of wax covers the clean vinyl floor using solutions recommended by the COR and conventional methods.

2) Any wall or base cove that has stripping, cleaning or wax solutions splashed on them shall be immediately clean.

GOVERNMENT QUALITY ASSURANCE PLAN FOR CUSTODIAL SERVICES

This Quality Assurance Surveillance Plan (QASP) has been developed to evaluate contractor actions while implementing this Statement of Work. It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Delivery Summary (SDS) in the maintenance contract.

The QASP provides a systematic method to evaluate the services the contractor is required to furnish.

This QASP is based on the premise the government desires to maintain a quality standard in the custodial functions needed for their facilities and that a janitorial service contract to provide these services is the best means of achieving that objective.

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

In this contract the quality control program is the driver for service quality. The contractor is required to develop a QUALITY CONTROL PLAN for inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success.

Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a high-quality assurance program.

SURVEILLANCE: The government quality assurance (QA) person will receive complaints from station personnel and pass them to the contractor's quality control inspector (QCI) for correction.

STANDARD: 95% of all facilities are without customer complaints for the month or service period. For example, the QA should receive no more than 5 customer complaints during the service period. The QA shall notify the contracting officer for appropriate action in accordance with FAR 52.212-4, Contract Terms and Conditions-Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed five customer complaints.

PROCEDURES: Any station employee that observes unacceptable services, either incomplete or not performed, for any of the above performance objectives should immediately contact the QA and the QA will complete appropriate documentation to record the complaint. The QA will consider the customer complaint valid upon receipt from the customer. The QA should inform the customer of the approximate time the unacceptable performance will be corrected and advise the customer to contact the QA if not corrected. The QA will consider customer complaints as resolved unless notified otherwise by the customer. The QA shall verbally notify the Contractor’s Quality Control Inspector (QCI) to pick up the written customer complaint. The QCI will be given 24 hours after verbal notification to correct the unacceptable performance. If the QCI disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the QCI will notify the QA. The QA will conduct an investigation to determine the validity of the complaint. If the QA determines the complaint as invalid, he will document the written complaint of the findings and notify the customer. The QA will retain the annotated copy of the written complaint for his/her files. If after investigation the QA determines the complaint as valid, the QA will inform the QCI and the QCI will be given an additional hour to correct the defect. A defect will not be recorded if proper and timely correction of the unacceptable condition(s) is accomplished. The QCI shall return the written customer complaint document, properly completed with actions taken, to the QA, who will file the complaint for monitoring future recurring performance. Recurring customer complaints are not permitted for any of the above service items. If a repeat customer complaint is received indicating the same deficiency during the service period (month, quarter, etc.), the QA should contact the Contracting Officer for appropriate action.

INVOICING & PAYMENTS

All payments are processed using The Invoice Processing Platform (IPP). This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/index.htm. Please make sure that your company has registered at https://www.ipp.gov/vendors/enrollment-vendors.htm to establish your account.

The IPP Customer Support Desk is available to assist users Monday through Friday (excluding Federal holidays) from 8 a.m. to 6 p.m. ET, to answer questions related to accessing IPP or completing the registration process. Their toll-free number is 1-866-973-3131 or they can be reached at IPPCustomerSupport@fms.treas.gov. If you have any additional questions or concerns, please contact the Controller Operations Division Help Desk at 1-877-243-3072 or cod.help@usda.gov.

CONTRACT CLAUSES

52.252-2 Clauses Incorporated by Reference. (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://farsite.hill.af.mil/

52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance. (JUL 2016) 52.223-2 - Affirmative Procurement of Biobased Products Under Service and Construction Contracts. (SEPT 2013) 52.246-1 - Contractor Inspection Requirements. (APR 1984)

52.212-4 Contract Terms and Conditions—Commercial Items. (OCT 2018) Addenda to 52.212-4:

Replace paragraph (r) of clause 52.212-4 with the following as specified in DEVIATION 2017-1 (AUG 2017):

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C chapter 21 relating to procurement integrity.

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. (Jan 2021)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1)